Business Support Officer (Grade 4)- RQ1343027

Responsibilities:

In managing the confidential administrative support for the Business and Operations Manager and staff at a full-time Adult Education Centre, my role will involve overseeing the administration team to ensure that all standard administrative and clerical tasks are efficiently carried out. I will ensure that all relevant information is consistently monitored at the Centre to maintain smooth operations. Additionally, I will assist in providing advice, guidance, and information to students and the public regarding course queries, helping them navigate their educational options and enhancing their overall experience at the Centre.

Key Responsibilities:

  1. To supervise the administration staff to ensure that work is prioritised, and carried out in accordance with service priorities, policies and procedures.
  2. To maintain systems and procedures that ensures accurate data capture, recording, maintenance and retrieval of learner information in accordance to service standards and procedures.
  3. To assist in the implementation of the service policies and procedures relating to the health and safety ensure that Health and Safety legislation is adhered to.
  4. To ensure that all documentation and associated records relating to service finances, human resources and payroll, are completed, up to date, and maintained to the required (LCC) standards.
  5. To facilitate learner enrolment by providing excellent customer service, information and guidance and undertake assigned duties and processing associated documents and fee payments.
  6. To support the day to day work of the service eg photocopying, faxing, filing, answer the telephone and produce documents and spreadsheets.
  7. Process all financial orders on SAP, liaise with Procurement, Exchequer Management and assist the Business Support and Operations Manager in all aspects of finance.
  8. To enrol students and be responsible for accurate completion of documents relating to learner enrolments and all aspects of collection of fees, issuing of receipts and, setting up instalment plans, reconciliation of income, completing banking of money/fees/income.
  9. Liaise with supporting centres to ensure all monitoring data is collected and returned to officers
  10. To prepare statistical information for managers/service needs
  11. To input service data into a variety of XL spreadsheets eg OTL, CRB, staff development and staff database.
  12. To act as Oracle line managers for sessional staff-inputting wages/sickness/RTW dates/leavers notification.
  13. To assist in the effective running of an Adult Learning Centre ensuring maintenance, safekeeping, recording of rooms, resources, equipment located at the centre.
  14. To provide confidential business support to managers, curriculum, exams officer and Business Support and Operations Manager in Adult Learning Centres.
  15. To ensure the safe and secure storage of money on site.
  16. Organise and attend meetings and provide administrative support in the production of agendas and minutes
  17. Any other duties within the services frame of reference and commensurate with the grade of the post.
  18. It is expected that the officer will participate fully in:

         Staff Development Policy and Practice

         Training Opportunities, which are made available

         The organisation and delivery of in-service training

         Performance Review

Qualifications:

Applicants should be able to demonstrate:-

  1. Adequate numeracy and literacy skills needed for this post and be able to show they have been trained in: *
  2. Administration practices
  3. Customer care/front line service.
  4. Relevant IT skills and knowledge of software packages *
  5. Relevant Level 3 qualification or equivalent experience*

Experience

  1. To have experience in administration support, for example, producing reports/documents/teaching materials, record keeping, using a variety of ICT packages. *
  2. To have experience in general clerical duties – filing, photocopying and stock maintenance. *
  3. To have experience of ordering goods/services and monitoring expenditure.
  4. Experience of working in a customer centred environment*
  5. Experience of managing staff

Skills/Abilities

  1. To be able to manage a busy office and prioritise workload for yourself and other staff.*
  2. Demonstrate excellent communication skills, both written and verbal.*
  3. To have the ability to acquire the necessary standard of computer skills using word, spreadsheets and databases.*
  4. To have the ability to acquire the necessary advice and information training to support student queries.
  5. Ability to work within a team and work on your own initiative when required.*

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